Specifications include, but are not limited to: The Washington State Administrative Office of the Courts (AOC) is seeking a Vendor to enhance and/or supplement the OnBase document management system to support both the Supreme Court and the Court of Appeals records retention schedules that are primarily based on documents belonging to a Case File, so the Courts can retain, destroy, and transfer electronic court records according to their retention schedules. The Vendor will be expected to: • Work with key stakeholders to gather and document the functional and technical requirements for the OnBase system to support records retention objectives. • Create a comprehensive implementation plan that outlines the steps required the satisfies the requirements. This plan should include timelines, milestones, resource requirements, and dependencies. • Configure and customize the OnBase system to align with the Supreme Court and Court of Appeals records retention policies and workflows. • Provide documentation for all aspects of the OnBase implementation, including system configurations, workflows, custom scripts or plugins and training materials and resources to educate AOC’s staff on how to use the system effectively. • Provide weekly status report to the AOC Manager responsible for this project indicating activities, status against documented timeline, and issues needing resolution by either the vendor or AOC. • Provide monthly reports for agency leadership including a summary of the weekly status report items, major risks/issues in the project and issues resolved or addressed by team. • Crosswalk of records retention rules as documented by the courts to configurations and settings in OnBase used to implement each specific rule. • Go-Live Support: Provide support during the go-live phase of the project to address any issues or challenges that arise during the initial rollout of the system. This may involve on-site support, helpdesk assistance, or remote troubleshooting. • Post-Implementation Review: After the system is deployed, the consultant should conduct a post-implementation review to assess the success of the project and identify any lessons learned or areas for further improvement.
